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Administrative Assistant

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One of our valued clients in the oil and gas industry is currently seeking an HSE Administrative Assistant for its Houston based team. This position reports to the Global HSE Director and provides support to the Global HSE team as needed. HSE Administrative Assistant will provide comprehensive safety support to various facets of the organization and will interact with all levels of personnel in the organizational groups supported. The candidate will assume responsibility for ensuring the core value role of global support as central to the business sector’s path forward. The position requires the ability to perform within a complex, fast paced, ever-changing, and dynamic environment.
The responsibilities listed below are only the initial duties assigned to this position; The HSE Administrative Assistant’s responsibilities include, but are not limited to the following:

Responsibilities

• Lead/facilitate/engage in the development and implementation of HSE processes across the global organization with considerations to locale, language, best practices, and other deliverables.
• Assist in implementing and coordinating a Global HSE Reporting System that will integrate with other existing systems
• Ensure all reporting is done in a timely and adequate manner
• Coordinate training activities, meetings, and provide support to the HSE team members
• File and maintain HSE related Documents (i.e. Training records, certifications, permits, workers compensation records, etc.)
• Order/purchase supplies and other necessary items for the HSE Department
• Log and ensure all HSE related invoices are paid accurate and in a timely matter
• Track HSE cost savings from global facilities/locations
• Update and track facility/location spreadsheet and provide specific database subscription(s) to appropriate personnel
• Maintain and update 5-step Incident Investigation process for work related Near Hit events and Injuries
• Assist in reserving, booking, and logging travel, meetings, training, etc
• Assist global facilities/locations with inquiries and direct them to appropriate personnel
• Create and run reports; perform gap analysis
• Assist Global HSE Director in preparing correspondence and reports for the leadership team
• Coordinate and prepare responses to customer requests regarding HSE matters
• Manage and maintain complete confidentiality for personal/business documents, events, etc
• Liaise between the company and the external customer, HSE and Corporate HSE, and other internal departments, etc
• Create and produce department’s quarterly publication
• Lead/facilitate/engage in developing and maintaining intra-group atmosphere of excellence and continuous improvement.
• Other duties as assigned by management

Minimum Requirements
• 1 or more years with Administrative Assistance experience. Experience supporting an HSE organization preferred.
• Proficient in English. Bi-lingual preferred but not required.
• Must be a team player with excellent verbal and written communication skills.
• Must be highly organized, detail oriented and patient.
• Ability to work in a self-directed environment with demonstrated maturity as well as in a team environment.
• Ability to learn new operational processes/systems/technologies/tools quickly and utilize them effectively.
• Exert degree of professionalism and appropriateness in dealing with sensitive and confidential information.
• Ability to interact with employees within the organization, including senior management and respond promptly and effectively to their needs.
• Professional demeanor with a focus on customer service is required at all times.
• Proficiency with Microsoft Suite (Word, Excel, PowerPoint, Outlook, etc).
• Willing to learn Health and Safety regulations and Labor Acts (OSHA, EPA, EU members, Canadian COSH, etc).
• Periodic site visitations may be required. Occasionally willing to travel (5% or less).
• Minimum high school diploma, associate’s degree preferred.

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